Manager, Operations

The Manager, Operations is responsible for the day-to-day practice operations, efficiencies, continuity and efficiency of clinical operations, appropriate staff management, compliance to internal and external regulatory requirements, effective decision making in order to manage daily functions and work toward continuous improvement in a team environment. The Manager, Operations may also have oversight of multiple specialties and additional services within the specialties, multiple locations, and a span of control of >25 FTEs, and a greater provider count.

Job Relationships

Reports to the Director of Operations

Principal Responsibilities

• Responsible for the management of assigned medical practice(s), which includes direct colleague supervision, resource utilization, and team leadership.  Includes efficient management of patient throughput and of the patient experience throughout the medical practice.
• Responsible for working with the Human Resource department to facilitate candidate interviews, hiring, and new colleague onboarding and orientation.
• Provide conflict management and resolution among colleagues.
• Provide periodic required reviews, annual colleague evaluations, and create annual performance goals; ensure colleague accountability.  Identify solutions for employee performance problems.
• Provide discipline to assigned staff involving Director or physician resource as appropriate.
• Create and implement staffing matrix for assigned practices for both clinical and non-clinical areas.
• Approve payroll and monitor sick, vacation, and personal time use, as well as FMLA time, for all staff.
• Promote a positive, team oriented and productive work environment.
• Works closely with facilities staff to ensure cleanliness and maintenance of facilities.
• Responsible for timely communication with physicians and staff while being attentive to staff concerns and suggestions.   Offers due consideration, prompt resolution, or potential implementation with consistent feedback to respective staff.
• Regularly bring ideas to improve patient flow, patient safety and quality, expense reduction and operational ideas to optimize the patient experience for the medical practice(s).  Receive, research and perform service recovery as needed.
• Responsible purchase requisitions for clinical, non-clinical and miscellaneous medical practice supplies maintaining appropriate par levels.
• Assist Department Chair and Operations Director in department meeting agenda preparation.  Timely minute completion and distribution, along with follow-up on assignments.
• Serve as communication conduit for other Springfield Clinic departments, administration and outside agencies always professionally representing assigned areas of responsibility and the organization.
• In conjunction with the Operations Director, formulate and implement department level and provider level annual budgets.  Create accountability to annual budgets both operational and capital.  In addition, provides monthly variance and mitigation reporting of responsible departments and providers.
• Consistently monitor department and provider monthly operational metrics such as productivity standards, purchasing process, and decisions related department finances.  Implement course correction when appropriate.
• Consistently demonstrate effective organization skills, efficiency, and resourcefulness.  Demonstrate effective relationship skills, decision-making skills and verbal and written communication skills.
• Monitor the use of diagnostic services, facilities, and staff to ensure effective use of resources and assess the need for additional staff, equipment, and resources.
• Maintain awareness of treatment equipment, data processing technology, and health insurance changes.
• Comply with the Springfield Clinic incident reporting policy and procedures.
• Adhere to all OSHA and Springfield Clinic training & accomplishments as required per policy.
• Provide excellent customer service and adhere to Springfield Clinic's Code of Conduct and Ethics Standards.
• Perform other job duties as assigned.

Education/Experience

• Bachelor's degree in healthcare administration or healthcare related field preferred.
• Minimum of three to five (3-5) years clinical or medical practice management experience OR successful completion of Springfield Clinic's Operations Management Rotational Program required.

Licenses/Certificates

• If position requires driving a vehicle: reliable means of transportation, valid IL driver’s license, and vehicle liability insurance is required. 

Knowledge, Skills and Abilities

• Ability to present oneself and one's ideas with clarity, confidence and pride.
• Strong knowledge of Excel, Word, practice management systems, business management tools, budgeting and project leadership/management.
• Strong analytical abilities, strong communicator and able to work with little or no supervision in order to carry out the practice goals and objectives.
• Able to lead as well as work in a team environment.

Working Environment

• Normal office environment
• May require travel to various Clinic locations.

PHI/Privacy Level

HIPAA1